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Organize WMF office mixer during EMWCon 2019
Closed, ResolvedPublicApr 5 2019


EMWCon 2019 will be held on April 3-5, 2019 in Daly City, a few minutes away from the WMF office. We are planning to host an open mixer between conference attendees and WMF staff.

To do (see also event hosting instructions on officewiki):

  • at least two weeks before the event but preferably much sooner:
    • decide the exact date and whether the mixer is during business hours (8:30 AM - 5 PM) or not (April 4th, after business hours)
    • at least two WMF staff need to be designated as hosts (must be present during the event, must help with preparation / cleanup for about half an hour pre/post event) - @Tgr, @CCicalese_WMF
    • estimate number of participants (35-70)
    • fill out application form on officewiki
    • set of place where guests can RSVP (needs real name, so should not be wiki page - Eventbrite?) (not needed, we'll just go with conference guest list)
  • 3-4 weeks before the event:
    • announce to WMF SF staff list, put it on WMF calendar (are there any staff groups we want to specifically invite?)
    • if possible find more volunteering staff, as guests need to be escorted up from the lobby by a staff member
    • catering? (also, collect special dietary needs? too early to finalize RSVP though)
    • write guest guide (based on this), transportation tips (also maybe reimbursement rules for scholarship holders? is that a thing?)
  • 24+ε hours before the event:
    • close RSVP, send list to building security (or is that 4 hours? conflicting docs, clarify) (won't need a separate guest list)
    • explain rules to guests (including whom/how to contact)
    • share calendar event with guests
  • a few hours before the event:
    • send reminder to WMF staff
    • put up restroom etc. signs (Office Admin kindly offered to take care of it)
    • organize office tour, maybe?
  • at the event
    • rules etc. speech
    • do we want some kind of welcome speech?


Due Date
Apr 5 2019, 9:59 PM

Event Timeline

Tgr created this task.Dec 12 2018, 3:30 AM
Restricted Application added a subscriber: Aklapper. · View Herald TranscriptDec 12 2018, 3:30 AM
jrbs added a subscriber: jrbs.Dec 12 2018, 8:12 AM

@CCicalese_WMF: so the office mixer will be on the 4th (Thursday), after business hours (after 5 PM), and estimated number of guests is between 35-70 (but probably the lower end of that range). Am I getting those correct? Would you be willing to be the co-host (basically just need to be present all the time)?

@Tgr, yes, on the 4th after business hours. Your numbers are correct. And, I would definitely be willing to co-host.

Tgr added a comment.Feb 5 2019, 11:19 PM

@CCicalese_WMF: the form needs some more information:

  • start/end time of the event (Wikisalons are from 17:00 to 20:00, I guess we could go with that?)
  • room setup - the official options are "As is" casual lounge seating (30 - 35 people) / Casual Presentation - soft seating directed towards screen (35 - 50 people) / Theater - couches and stools (50 - 80 people); I imagine we'd want something more empty, "party" setup so people can stand and talk?

@Tgr We'll probably need to start a little bit later than that, since we probably won't finish in Daly City until in the neighborhood of 17:00. Maybe 18:00? Yes, a "party" setup for people to stand/mingle would be good, with some seating around the edges. We will not need the screen down, so the seating does not need to face it.

Tgr updated the task description. (Show Details)Feb 6 2019, 4:32 AM
Tgr updated the task description. (Show Details)Mar 14 2019, 1:48 AM
Aklapper set Due Date to Apr 5 2019, 9:59 PM.Mar 23 2019, 7:05 PM
Restricted Application changed the subtype of this task from "Task" to "Deadline". · View Herald TranscriptMar 23 2019, 7:05 PM
Tgr closed this task as Resolved.May 3 2019, 4:43 AM
Tgr updated the task description. (Show Details)

Went well, I think.